Department of Aging Office Assistant - Communications - Director's Office

Full Job Description

A vacancy exists in the Department of Aging, Communications - Director's Office.

Pay Schedule I, Grade 19, Regular Schedule: 35 hours per week.

A list of eligible applicants will be established based on the examination as outlined below.

This job announcement may close at any time with little or no notice. Applicants are advised to apply promptly.

Current and future vacancies occurring in this class may be filled from the list of eligible applicants.

All interested candidates must apply at this time.

List all promotions and changes in job duties due to reclassification as separate work experience on your application. Applicants must include the dates of the promotions and reclassifications.

Note: Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.

You must attach your transcript(s)/degree(s) and license(s)/certification(s) to your application. Unofficial copies are acceptable.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Requirements

Under general supervision, performs comprehensive office administration and clerical duties in support of an office.

Essential Job Duties

• Uses automated office systems, such as a computer, to prepare a variety of letters, memos, and other material from draft or specific instructions.
• Selects the appropriate letter or memo format, proofreads and edits documents for grammar, punctuation, and spelling, and prepares documents for distribution or mail.
• Originates procedural correspondence, such as form letters and routine notices, to respond to requests for information or to begin office processes.
• Sets up and maintains office databases and files.
• Accesses databases to establish, retrieve, review, update, track, and revise a variety of office records.
• Performs queries and compiles routine reports from various data sources.
• Assembles data for inclusion in narrative and statistical reports.
• Creates and updates office spreadsheets.
• Establishes and maintains confidential files and records.
• Locates, extracts, and summarizes information from files for preparation of reports or to respond to inquiries, routine requests, or complaints.
• Determines release of information according to established procedures and confidentiality.
• Initiates the process of purging and updating files.
• Opens, date stamps, and distributes incoming mail to appropriate staff.
• Tracks the handling of correspondence and/or written complaints to the time of completion.
• Ensures office responses are completed in a timely manner.
• Greets and directs clients and visitors.
• Responds to inquiries of a routine nature regarding County, department, and/or program policies in person, by telephone, or by regular or electronic mail.
• Collects information regarding more complex inquiries and refers to appropriate staff for follow-up as necessary.
• Maintains calendars, schedules appointments and meetings, and reserves meeting room facilities or space.
• Types, photocopies, and distributes meeting agendas and/or minutes.
• Prepares or assists in the preparation of personnel-related documents and forms.
• Performs timekeeping functions for the work unit.
• Operates office machinery, such as photocopiers, calculators, telephones, scanners, and printers.

Examples of Other Duties

• Maintains simple financial and statistical records.
• Reconciles account balances.
• Orders and maintains office supplies.
• Prepares and processes purchase orders, direct payments, and invoices.
• Verifies procurement card purchases.
• May take verbatim notes or minutes.
• May lead and instruct others.
• Performs other related duties as required.

NOTE: The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for this position. They may not include all of the essential job functions of this position. Each position may not be required to perform all of the essential job functions listed.)

Qualifications

Possession of a high school diploma or an appropriate equivalent;
Plus
One (1) year typing, word processing, or secretarial experience.

Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.

Additional education may be substituted on a year-for-year basis for the required experience.

Knowledge, Skills, and Abilities

• Knowledge of modern office methods and procedures, including filing systems.
• Knowledge of spelling, grammar, and arithmetic.
• Knowledge of word processing, database management, and spreadsheet software packages.
• Skill in the operation of office machines as listed in essential duties. Skill in the use of word processing software.
• Ability to use automated office systems and database management and spreadsheet software packages.
• Ability to compose simple letters and memos.
• Ability to communicate effectively.
• Ability to perform basic mathematical computations.
• Ability to set up and maintain paper and electronic filing systems, databases and spreadsheets.
• Ability to follow County and departmental rules and regulations.
• Ability to respond appropriately to inquiries from the public.
• Ability to establish and maintain effective working relationships.
• Ability to take verbatim notes.
• Ability to type from plain copy at a rate equivalent to 40 WPM.

Proof of Licenses, Certifications and Education
Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant's major field of study. Copies and unofficial transcripts are acceptable. Proof of licenses, certifications, and/or education must be submitted with each application.

Proof of Degree Equivalency
Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. (www.WES.org )

Mail or deliver documents to:
ATTN: Office Assistant - Aging
Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204

You must attach your transcript(s)/degree(s) and license(s)/certification(s) to your application. Unofficial copies are acceptable.

EXAMINATION PROCEDURE
Applicants meeting the required qualifications will be assessed for typing speed and proficiency in: computer file management, Windows introductory skills, and Microsoft Word.

Additional Information

Physical and Environmental Conditions
The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.

Conditions of Employment
Some employees in this classification may be required to work overtime with little or no advance notice. Some positions may be designated as Emergency/Essential.

Employment Background Investigation
Applicants selected for employment with Baltimore County must successfully complete an employment investigation, including, but not limited to, criminal background, education, and fingerprinting checks.